This document discusses considerations for validating electronic signatures. It recommends checking company policy to determine what types of electronic signatures are acceptable. It also suggests verifying any standards required by the company, such as certification IDs, as well as ensuring the correct software is used to capture signatures. For legal purposes, it advises using software that records details like timestamps and email trails. Hashing and notarization are also mentioned as methods to help validate electronic signatures and determine if a document has been altered after being signed. The document concludes with an overview of the ESIGN Act and its requirements regarding electronic records and signatures in the US.

2. 2
Electroni
c
signature
An E-signature is
certainly convenient
for any individual,
may it be a receiver or
the sender. It is
efficient and effective
however, it must also
be taken seriously
and with great caution
as this digital age can
produce forged
signatures or invalid
ones easily.

3. So how do you know if a signature is
invalid? Here’s a list that we prepared for
you to check before you declare that it is
acceptable.
3

4. 4
1
CHECK
COMPANY
POLICY

5. 5
Are you the receiver or the sender?

6. 6
Are you the receiver or the sender?
Always check or create suitable and agreeable
company policies first.

7. 7
Are you the receiver or the sender?
Always check or create suitable and agreeable
company policies first.
There are different kinds of electronic signatures and
there are different kinds of signing tools available
everywhere.

8. 8
A company policy will clarify which kind is deemed
acceptable as it always describes the limitations and
rules in the agreement.
Both parties, the sender and the receiver, should
agree that eSignatures can be used on all
transactions.

9. 9
2
STANDARDS

10. 10
Are there company standards?

11. 11
Companies may also require some prerequisites for
eSignatures, such as certification IDs.

12. 12
Companies may also require some prerequisites for
eSignatures, such as certification IDs.
These are issued by authorized companies and
represent the user as an actual ID.
It requires a private key and a public key that needs
to match to access the document.

13. 13
This is one method of validating if the signature really
came from the right person. In the paper days, some
companies authenticate a document by using
photocopies of government IDs attached in
documents with signatures.

14. 14
3
SOFTWARE

15. 15
Are you required to use specific software to create a
signature?

16. 16
Are you required to use specific software to create a
signature?
This is also another way to keep the document free
from edits and securely get a signature.

17. 17
Are you required to use specific software to create a
signature?
This is also another way to keep the document free
from edits and securely get a signature.
Plenty of third-party sites are available for filling and
signing and these can also be sent to the receiver
directly as a link so that they can access the
document online and sign it as it was presented.

18. 18
4
IS IT FOR
COURT?

19. 19
Are you using this in court? Plenty of e-Signatures
are seen invalid in court if the defendant cannot
prove the authentication approaches and their
transactions.

20. 20
Are you using this in court? Plenty of e-Signatures
are seen invalid in court if the defendant cannot
prove the authentication approaches and their
transactions.
Make sure to use software that records transactions
like timestamps or email trails.

21. 21
5
HASHING

22. 22
Do you require more technical validation?

23. 23
Hashing is another method of identifying forgery or
edits by creating a unique fingerprint of the data for
the whole content of the document.

24. 24
Hashing is another method of identifying forgery or
edits by creating a unique fingerprint of the data for
the whole content of the document.
This is then used for comparison to validate the
document later on. If there are changes after the fact
that it has been signed, the hash will then be
changed and it will be deemed invalid.

25. 25
6
NOTARIZE

26. 26
Did you notarize your document?

27. 27
Did you notarize your document?
By notarizing, you make the document public and
can help identify the document and the signatories.
Since notarized, it also adds some points to its
nonrepudiation.

28. ESIGN ACT

29. 29
In the US, a specific law has been followed called
the ESIGN Act, which globally is also known as the
Electronic Signatures in Global and National
Commerce Act. It is a federal law that passed in
2000 and basically recognizes that electronic
signatures and records are acceptable and legal if all
parties in the contract agree to use electronic
documents and electronic signatures. Agreements
after October 1, 2000, are already acceptable in
court and need to follow the requirements of the E-
sign Act.

30. IN A GIST, ESIGN ACT
REQUIRES:
1. Consumer consent
should be set and
provided, including the
availability of paper
records, the process, and
fees if any, and how the
consumer can attain a
copy of the record or
transaction.
2. Hardware and software
requirements should also
be clarified before
seeking consent for
electronic records.
3. Financial institutions
need to maintain accurate
filing and records
electronically. It must
reflect the contracts,
notices, or disclosures
that transact between
both parties.
30

31. Have other needs? Look
through our free tools in
our homepage or look
into our blog for more
details!
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